Panel Identification

Improvement Facilitator Training Session 1 Day 2

Objectives

• Define Panel Identification• Identify the importance of Panel

Identification • Understand elements of effective Panel

Identification • Understand tasks necessary to build

effective processes• Build your confidence to engage with

clinics to solidify their Panel Identification processes

Panel Identification Guide

• Provincial resource, in development with multiple partners

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What is a Patient Panel?

“The number of unique, unduplicated patients that have an established relationship with a primary care provider, underscored by an implicit or explicit agreement that the identified provider will provide primary care services”

ASaP Alignment

• AsaP requires identification of panel attachment process as a first step

• Panel identification process will allow practices to identify those 1/3 of patients who do not usually present for screening

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Process Change in Practice

Panel Identification/Maintenance & Continuity

Opportunistic and/or Outreach Methods

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Screening

Why is Panel Identification Important?• Allows equitable distribution of work across

providers• Assigns accountability → reliable follow-up• Defines workload

– panel size and demographics determines demand for services which must be matched by clinical capacity (supply) in order to achieve access to services which is inherently tied to quality care

• Establishes platform to promote continuity of care

• Understanding clinical needs of patient population via demographics → clear basis for defining opportunities for improved clinical care, screening and prevention

Continuity of Care

• Percentage of time patients see their own identified primary care provider with whom they have a continuous relationship rather than other care primary care providers.

Patient Demographics and Clinical Care• Factors in predicting demand for

services– Age– Sex– Clinical Diagnosis

• Understanding of panel demographics allows for: – population based care planning– guided decisions for clinical processes– Identifying screening, prevention and

disease management priorities

Standardization

• Identification of a panel requires standardized processes to ensure accuracy and maintenance of lists over time

• EMR based clinics have an advantage in generating panel reports with the EMR acting as a database

• Paper based clinics also have the ability to create and maintain panel lists as the inherent processes are foundational to both systems.

Elements of Panel Identification Processes

• Patients are assigned to a primary care providers panel through mutual agreement to develop and maintain a healing relationship

• As patients are assigned, information is documented on the chart in a standardized manner (or with paper, entered in an electronic database or manual list)

• Panels undergo periodic and/or regular review to ensure accurate records are maintained

• Descriptive demographic data is collected and maintained to allow for population based care planning

Role of EMRs

• A tool for data collection and analysis• Standardization of processes and

adherence to procedures for data entry is crucial

Facilitating Teams to Identify, Improve or Create Processes

• Leverage team, ensure strong leadership

• Assess and document baseline processes

• Identify accuracy of panel reports generated and where gaps may exist

• Identify opportunities for improvement with clear measurable goals

• Move forward with structured plan for change

Structured Change and Improvement• “Jumping to solution”

can result in:– adoption of processes

that are not effective as intended

– not well planned resulting in unexpected, negative outcomes that may be difficult to retract

• Use a structured approach–Model for

Improvement

Leadership and Team – Keys to Success

• Physician/Provider leadership and commitment

• Engage with all clinical and non-clinical staff who are involved in the process

• Leadership communication of overall goals creates alignment of objectives and plans

Those who do the work must

change the work

Panel Discussion at Blue Meadow

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Dr. Doe (physician)

Doreen (receptionist)

We’ve been validating patient attachment at check-in since AIM

and PDI, right?

I thought those were over??

Panel Process Development ChecklistTwo critical questions:

1. Does the patient record indicate the provider responsible for providing screening?

2. Can the provider or team generate a list of the patients attached to the provider?

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Panel Process Assessment Tool

Summary

• Panel identification and demographics are critical to understanding the clinical needs of a patient population

• Standardization of process and adherence to procedures across the practice is key

• EMRs are helpful tools for recording and analyzing data when strong processes are in place

• Assessing, planning and testing processes requires strong leadership and input from the team

• Utilize a structured methodology for developing, testing, and changing processes